A council fleet is utes, trucks, mowers, trailers, plant and pool cars, bought over a decade and spread across depots. No spreadsheet keeps up. Gearbox gives each asset its own record, schedule and status, however odd the mix.
Every asset carries its own service schedule, on kilometres for the utes and engine hours for the plant, its own history and one traffic light status. The fleet manager sees the whole register, each depot sees its own.
Services, inspections, prestarts and repairs are recorded as the work happens, dated, attributed and stored against the asset. When internal audit or an insurer asks, producing the record is a search, not a project.
Parts and outside work are raised as purchase orders tied to the job that needed them, with supplier, reference and pricing on the order, and the numbers flow to your accounting system rather than being keyed twice.
Light vehicles, trucks, plant, trailers and small equipment in one place, with depots seeing their own.
Daily checks on the phone for anything with a seat, with faults photographed and routed to the workshop.
Licences, tickets, medicals and inductions tracked per person with expiry alerts.
Set purchase order limits per user, so approval thresholds are enforced by the system rather than by memory.
Insurance and certificates for external workshops and contractors, with reminders before they lapse.
Running costs by asset, work orders completed, and export to Excel when the report template demands it.
Every answer below is drawn from the knowledge base our customers use, with a link to the full guide.
Each user can carry a purchase order limit, so the depot can raise routine orders while larger spends escalate, enforced in the system rather than in an email chain.
Read the guideUser permission levels separate fleet administrators, depot staff, mechanics and read-only viewers, so people see what their role needs and no more.
Read the guideMost tables in Gearbox export to Excel, so the quarterly report or the councillor's question can be answered in the format it was asked in.
Read the guideMFA is available for user logins, in line with the security posture most government IT policies now require.
Read the guidePhones, tools and PPE logged against the person holding them, extinguishers and first aid kits against the vehicle carrying them, so the asset trail survives staff turnover.
Read the guideStart a free trial, which opens with sample data. If you want to go further, we set up a proof of concept on your own fleet at no extra cost.
